Fleet Management

Fleet features help teams collect, review, discuss, approve, reject, and report on submitted vehicle records.

Fleet setup overview

Fleets can only be created and managed via the web portal.

To set up a Fleet, follow the steps below:

1. Create a Fleet workspace.
2. Start a free trial or set up central billing.
3. Invite members and choose their roles.
4. Add Fleet vehicles if your team uses Shared Fleet-managed Vehicles.
5. Review submitted records in the Fleet inbox.
6. Generate Fleet reports from approved records.

Step 1. Create a Fleet workspace

1. Under Fleet, tap on Create a Fleet workspace.
2. Select Create a Fleet.
3. Enter a name.
4. Tap Create.

If you are a part of multiple fleets, you can switch between fleets using the drop-down in Fleet section.

Step 2. Start a trial or set up central billing

Eligible Fleet admins can select Start free trial to use all Fleet tools for 14 days with up to five active members. No card is required, and Travel Logs does not charge automatically when the trial ends.

The trial seat limit is checked when an invitation is accepted. Pending invitations do not use trial seats.

When the trial ends, the Fleet's data is retained and an admin can start central billing to restore operational access.

Central billing management lets one Fleet subscription cover every active member in the Fleet. If Fleet tools are not available, finish central billing setup or contact a Fleet admin to the complete billing section.

1. Under Fleet, review and action the Setup central Fleet billing card.
2. Check the active member seat count.
3. Choose monthly or yearly plan. Save 10% on yearly billing plans.
4. Complete checkout.

Only Fleet Owner can start central billing and is sole responsible for billing management. The individual who initiated 'Create a Fleet' and completes checkout becomes the Fleet Owner for that fleet.

You can also review central billing from Fleet > Settings, where admins can see billing status, billing interval, seat counts, renewal previews, the Fleet Owner, checkout actions, Transfer Ownership, and billing management options.

Step 3. Invite fleet members

1. Under Fleet > Members.
2. Enter the member email address.
3. Choose a role.
4. Select Invite.

Pending invitations appear in the members list until accepted or cancelled.

If central billing is active, Travel Logs shows whether an accepted invitation will use an already-paid reusable seat or trigger an immediate additional charge.

If a member is removed mid-cycle, their Fleet access ends immediately. There is no prorated refund, and the already-paid seat stays reusable until the next renewal.

Fleet roles

Fleet roles control what a member can do:

• Admin can update or delete the fleet, manage billing and manage members.
• Manager can update the fleet and manage members, but cannot manage admin users.
• Driver can belong to the fleet but does not receive fleet management permissions.

Available actions in the fleet area depend on the member's role.

Add fleet vehicles

Fleet admins and managers can create fleet-managed vehicles and assign them to active fleet members.

Use fleet vehicles when the organization owns or centrally manages a vehicle. Assigned members can use those vehicles for trips, expenses, and maintenance records.

Fleet-managed records are attached to the fleet automatically, so reviewers can see them in the fleet workflow.

Admins and managers can also control whether assigned users can see each other's records for the same shared vehicle. When record visibility is private, assigned users only see their own trips, expenses, and maintenance for that vehicle.

Review submitted records

Fleet reviewers can use inbox pages for submitted trips, expenses, and maintenance records.

Each inbox supports date filtering, search, sorting, pagination, and record selection. Submitted records show a status such as pending, approved, rejected, or not submitted.

Reviewers can update submission status to approve or reject submitted records. Records can also be removed from a fleet when needed.

Review audit logs

Fleet admins and managers can open Fleet > Audit to review fleet record history.

Audit logs show submitted records, edits, status changes, removals, deletes, the person who made the change, the record owner, the source of the change, and changed fields when available.

Use audit logs to investigate fleet activity across web, mobile, and watch sources.

Comment on fleet submissions

Comments keep the review conversation attached to the submitted record. Use comments to ask a driver for more information, explain a rejection, request a correction, or record approval context.

Comment counts appear on submitted records that already have comments, making follow-up easy to find in the inbox.

Fleet reports

Open the Fleet reports area to generate PDF reports for approved fleet records.

1. Choose a date period.
2. Select Trips, Expenses, or Maintenances.
3. Choose all vehicles or one vehicle.
4. Select Download PDF.

Fleet reports use approved submitted records for the selected fleet, vehicle, and date range.